Job Description

Date: Nov 26, 2024

Location: AUSTIN, TX

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits:

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

Review our Top 10 Tips for Success when Applying to State of Texas Jobs.

Functional Title: DSHS Executive Clerk

Job Title: Program Specialist VI

Agency: Dept of State Health Services

Department: Executive Operations & Support

Posting Number: 1049

Closing Date: 01/01/2025

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Group: TEXAS-B-23

Salary Range: $5,098.66$5,834.55

Shift: Day

Additional Shift:

Telework: Part-Time

Travel: Up to 5%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Exempt

Facility Location:

Job Location City: AUSTIN

Job Location Address: 1100 W 49TH ST (RDM)

Other Locations:

MOS Codes:

16GX,60C0,611X,612X,63G0,641X,712X,86M0,86P0,88A0,88B0,8U000,OS,OSS,PERS,YN,YNS

Brief Job Description:

The DSHS Executive Clerk performs senior-level professional communication functions, provides consultation and technical assistance to agency staff, and oversees administrative operations for the DSHS Commissioner and executive leadership team.

This position serves as the point of contact for all formal communications and facilitates written communication within the agency and with external stakeholders, advisory committees, offices of elected officials, and other governmental entities. Duties include evaluating and implementing systems, procedures, and operations to assist management with operating more efficiently and effectively.

The DSHS Executive Clerk handles confidential information and works with members of executive offices. Candidates must have exceptional interpersonal skills, tact, discretion, diplomacy, and superior verbal and written communication skills.

Essential Job Functions (EJFs):

EJF 1: Serves as the point of contact for all written documents submitted for action by the DSHS Commissioner and for formal communications between DSHS and Office of the HHS Executive Commissioner; Develops processing timelines to ensure deadlines for reviews, approvals, and distribution are met; utilizes online resources to download and cross-check supporting documents. (25%)

EJF 2: Develops and implements organizational procedures and tracking systems to maintain effective communication and manage correspondence, reports, information, and requests for the DSHS Commissioner; Obtains review, response, approval, and signature of all executive correspondence; Uses database to monitor, assign unique tracking numbers, and update status of correspondence items; Archives items and provides version control including track changes and hard-copy items with written notes. (25%)

EJF 3: Maintains up-to-date knowledge of and ensures compliance with HHS and DSHS policies, procedures, and standards for items submitted for review and action by the DSHS Commissioner; Designs, recommends, and approves changes to forms and reports; Provides training and technical assistance to staff on executive correspondence processes. (25%)

EJF 4: Develops and modifies internal procedures as determined by analysis of operations and problems; Provides guidance on the integration of organizational and executive communication methods and procedures; Maintains security and access to Commissioner's electronic signature. (20%)

EJF 5: Other duties as assigned including actively participating in a supporting role to meet the agency’s obligations for disaster response or Continuity of Operations which may require an alternate shift pattern or location. (5%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of office management principles, practices, and administrative procedures; organizational development practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.

Skill in reviewing and editing written documents; use of computer equipment and software including Microsoft Office Suite; interpreting and utilizing policies and procedures; maintaining confidentiality.

Ability to build and maintain strong working relationships; evaluate problems and develop solutions; develop and implement policies and procedures; plan, assign, or supervise the work of others.

Registrations, Licensure Requirements or Certifications:

1. Required valid driver's license.

Initial Screening Criteria:

1. Advanced degree in public health, public policy, public affairs, business administration, or related field. Experience may substitute educational requirement on a year for year basis.

2. Minimum of three (3) years’ experience with a state agency providing professional and/or operational assistance to executives.

3. Experience with HHS System and DSHS policies and procedures, standards, services and programs, and/or functions is preferred.

4. Experience working with confidential records and information is preferred.

Additional Information:

• Applicants selected for an interview will be asked to bring a writing sample that may include a formal letter, memo, report, white paper, or brief that was prepared in a professional or academic capacity.
  

• Selected candidates must be able to provide their own reliable transportation and be willing to travel 5% of the time.

Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.

Salary Information, Pre-employment Checks, and Work Eligibility:

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form

Nearest Major Market: Austin

Job Tags

Full time, Temporary work, Part time, Remote job, Shift work,

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